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General Information

General information from the SOT 2017 Annual Meeting

Planning to Attend and What to Bring

Attire

Business casual. No coat or tie required! Bring comfortable clothing and shoes and dress in layers, as meeting rooms sometimes fluctuate in temperature.

 


Accessibility for Persons with Disabilities

The Baltimore Convention Center and most of the SOT hotels are accessible to persons with disabilities. If you require special services, please let SOT know by indicating your needs while registering or by contacting Heidi Prange (703.438.3115 ext. 1424).

To arrange special services, SOT recommends the following two providers for language and mobility needs.

LSA Interpretation Services
800.305.9673 | www.lsaweb.com
Language Services Associates is a nationwide full service firm providing translators and interpreters in 180 languages.

Scoot Around
888.441.7575 | www.scootaround.com
Scootaround Inc. is North America’s #1 source for wheelchair, scooter, and powerchair rentals.

 


Badges and Event Tickets

 

 


Safety and Security

Personal Safety

Our first priority is safety. The best way to stay safe is to be aware of your surroundings and to avoid situations where you feel uncomfortable.

Walk “smart” when you leave the Baltimore Convention Center:

  • Know your destination and the best way to reach it.
  • Travel along sidewalks in lighted areas at night, and don’t walk alone.
  • Establish a “buddy” system with another meeting attendee.
  • Share schedules and check on each other periodically.
  • Build your awareness of unknown surroundings by reviewing local information.
  • Laptop computers are attractive, easy targets for thieves. Be sure your laptop is in a secure place.
  • Jackets with pockets provide a convenient alternative for women to reduce the chance for lost or stolen handbags.

 

In Case of Protests

The possibility of demonstrators is very real given the nature of our conference. Events of this nature range from verbal confrontations, protests, strikes, to riots. We recommend the following procedures in the event of demonstrations:

  • Always wear your name badge while in the Baltimore Convention Center. When leaving the facility, remove your badge to appear to be a resident of the city.
  • If you see a demonstration or protest beginning, please contact any member of the SOT Annual Meeting staff and they will initiate an SOT response. If you see actions that appear threatening, notify the nearest security officer.
  • Do not engage, defend either side, or subdue person(s) in any type of disturbance. Demonstrators are usually trying to attract media attention. Don’t help them!
  • SOT representatives will respond to media inquires. Do not participate in interviews or other media responses.
  • In the unlikely event that outsiders disrupt a scientific session or other event, SOT security officials have well-developed contingency plans in place. Please follow directions from the chairperson and avoid becoming involved in the situation.

Visa Information

Tips for applying for a visa:

Start Early
The US is advising visa applicants to apply at least three to four months in advance of their travel date. Also, additional reviews may be required. This could add an additional four to six weeks to the processing time.


Gathering Your Application Materials
Organize your passport; necessary applications; supporting documents, including information on employment, reason for travel, and financial status; and proof of payment of fees. For more detailed information on visa requirements, consult the US Department of State’s Visa Site and the International Visitors Office of The National Academies.

Submitting Your Application
Make an appointment to visit your US Embassy or Consulate. Make sure you ask if there are any fees required. Most fees must be paid before your appointment. Wait times for appointments may be longer than in the past. Schedule the appointment as soon as possible. Information on visa wait times can be found at the US Department of State website.

The Society of Toxicology 56th Annual Meeting has been registered with the International Visitors Office of The National Academies. If you have any problems regarding your visa applications, please report your case to them by completing their online questionnaire. To help them identify your case, please include the name of our Meeting (Society of Toxicology 56th Annual Meeting) in the Purpose of Visit field on the questionnaire. The International Visitors Office can submit inquiries to the US Department of State about the status of visa applications that have been pending for 21 days or more. If you have any questions, please contact visas@nas.edu.

If you need a formal invitation letter for visa purposes, you may request an invitation by sending your name, address, and other contact information to the SOT Registration Department. If you have been accepted to make a presentation at the meeting, please include the name and date of your presentation. You will need to make your own hotel reservations and register for the meeting.

Getting Around

Air Transportation

Baltimore is serviced by Baltimore/Washington International Thurgood Marshall Airport (BWI), which is a 20-minute drive from the Baltimore Convention Center and the SOT hotel area. The airport offers 650 flights daily on 15 different carriers.

Preferred Carrier Airfare Discounts

SOT has established discounted rates through Southwest and United Airlines on select routes to Baltimore. Be sure to use the appropriate reference numbers when making your reservations. You may purchase your ticket online, call the airline directly using the toll-free numbers, or provide your travel agent with the reference/discount numbers listed below to receive the discount.


 

  Telephone: 800.435.9792
  www.swabiz.com
SOT Company ID: 99150833

Book through our SWABIZ® account to receive discounts and bonus Rapid Reward points:

  • 8% discount off Anytime and Business Select® fares
  • 2% discount off select Wanna Get Away® fares
  • 50% bonus Rapid Reward points for your travel to and from the convention with Rapid Rewards # added to your reservation. To enroll in the Rapid Rewards program, visit their website.

Book your travel between September 15, 2016, and February 21, 2017, to take advantage of the discounted rates. Discounts are available for travel March 7–20, 2017.

  Telephone: 800.426.1122 (a service fee will apply)
  www.united.com (no service fees)

Use offer code ZXBX204806 to receive a discount up to 10%. Discount is valid for travel March 7–20, 2017.

International attendees should call their local United Airlines reservations office or email groupmeetings@united.com with their preferred itinerary and discount codes.

If you are booking through a travel professional, please give them the following information to receive a discount: Agreement Code: 204806, Z Code: ZXBX.

SOT Travel Provider—ATC Travel Management

ATC Travel is the official travel management firm for the SOT 56th Annual Meeting and ToxExpo.

  Telephone: 800.458.9383
   ATC Travel Management website
  Email: reservations@atcmeetings.com
  Hours of Operation: 8:30 AM–7:00 PM (ET) Monday–Friday

Please note that depending on your reservation method, ATC Travel Management charges a $10 online service fee or a live agent reservation fee.

To obtain the maximum discounted fares, call at least 60 days prior to departure and identify yourself as a Society of Toxicology meeting attendee. ATC Travel Management will find the best fare for you and email you an itinerary.

Before contacting ATC Travel Management, please gather the following information:

  • Your name as it appears on your ID and your date of birth.
  • The desired dates of arrival to and departure from Baltimore
  • Your home city or originating airport
  • Your approximate time of departure from the originating airport
  • The number of persons traveling (adults/children)
  • Your method of payment, either credit card or check
  • Your airline frequent flyer number(s)

Ground Transportation From the Airport

Ground transportation is located curbside outside the baggage claim area.

Taxicabs

The taxi stand is located just outside of the baggage claim area of the Lower Level of the terminal. Taxicabs are prohibited from charging flat rates. For more information, call 410.859.1100 or visit www.bwiairporttaxi.com.

Car Rental

Passengers arriving on flights should take the free shuttle from the lower level terminal for a ten-minute ride to the rental car facility.

The 11 different car rental agencies that service the airport can be found on the BWI website.

Shuttle Services

SuperShuttle and Execucar provide the most cost-effective ground transportation service between BWI Airport and major hotels in the downtown area. Shuttle service is operated 8:00 am–12:00 midnight daily.

A discount for each service is available by using the discount code ZG7TC:

  • 10% off all Execucar private airport sedans and SUVs,
  • $3.50 off all SuperShuttle round trips

These discounts are available online at SuperShuttle or Execucar, as well as over the phone (SuperShuttle: 602.244.9000; Execucar: 800.410.4444).

 


Train Transportation


 

  Telephone: 800.872.7245
   www.amtrak.com

Amtrak operates out of Penn Station, which is a 20-minute drive from the Baltimore Convention Center and the SOT hotel area. There are always taxis ready and waiting outside the station.

 


SOT Ride Share

For attendees who live close to the Baltimore area or do not wish to fly, you may want to consider the SOT Ride Share Program. Avoid airport hassles by driving and make it easier for more scientists to attend by sharing rides; students especially appreciate ways to make the meeting even more economical.

Once you have registered for the Annual Meeting, you can access the SOT Ride Share Program. You can indicate whether you want to drive or be a passenger and then see a list of others who have signed up. It will be up to you to match your plans with another attendee and to remove your name when you have travel plans in place.

 


Getting Around Town

Public Transportation

The Maryland Transit Administration (MTA) operates bus, Metro Subway, Light Rail, and MARC train services. For fares and schedules, please call 888.218.2267 or 410.539.5000 or visit www.mta.maryland.gov.

The Charm City Circulator is a free transportation service with four routes that intersect downtown Baltimore, including a route to Fort McHenry National Monument and Historic Shrine. The routes also connect to other forms of transit such as the Light Rail, MARC, the Metro Subway, and the Baltimore Water Taxi.

  Baltimore Convention Center Location and Parking
     Baltimore Convention Center
     One West Pratt Street
     Baltimore, MD 21201

Ample public parking is available in close proximity to the convention center for an hourly/daily fee. Check the Baltimore Convention Center website for more information about parking.

Please review the SOT Hotel Accommodations and Services for valet and self-parking rates offered by your hotel.

 


Venue Maps

 

On-Site Services

The SOT 56th Annual Meeting and ToxExpo will be held at the Baltimore Convention Center located at 1 West Pratt Street in downtown Baltimore. For things to do in Baltimore, visit our Discover Baltimore website. For resources specific to presenters, such as poster printing services and the Speaker Ready Room, visit the Presenters section of the website.

Business Center

The ABC Imaging Business Center offers services such as shipping via FedEx, DHL or UPS; common office supplies; and high-quality full color and black and white copying, printing, and uploading of documents from a memory stick or CD.



Child Care Services

Child care services are not provided during the Annual Meeting. Arrangements may be made by contacting the concierge desk at your hotel. Per SOT Annual Meeting Policy, children are not permitted in the ToxExpo and are only permitted in session rooms with approval by Session Chair(s).



Coat/Luggage Check

A coat/luggage check will be available near the Pratt Street lobby. There will be a fee of $3 per item checked. Laptops, cameras, and other electronics will not be accepted.

Coat/Luggage Check hours are subject to change.



First Aid and Emergency Services

If an emergency should occur while at the Baltimore Convention Center, use any beige-colored house phone located around the facility to contact the Public Safety Office or call 410.649.7055. You will be connected directly to the 24-hour manned public safety dispatcher at the convention center.

Please note that in accordance with regulations, the first aid administrator is not permitted to dispense any medication.



Food Services in the Convention Center

Coffee Breaks
The exhibiting companies are pleased to sponsor complimentary coffee in the Exhibit Hall 9:15 am–10:15 am Monday–Wednesday.

Concession Stands
Concession stands and retail carts will be operating in the Exhibit Hall Monday–Wednesday. Breakfast and lunch items will be available for purchase, as well as coffee, soda, bottled water, and snacks. Seating is available near the concession areas and throughout the Exhibit Hall.



Internet Access in the Convention Center

Free Wireless Internet Access
As a service to Annual Meeting attendees, SOT will be providing free wireless Internet access in designated areas of the Baltimore Convention Center.

@SOT—Internet Access
SOT will provide computers you can use to access the Internet. These computers are available to attendees in the @SOT Center, located near the Registration Desk.



Lost and Found

Lost and found articles may be taken to the SOT Headquarters Office (Room 328) in the Baltimore Convention Center. Any items left in the office after 12:00 noon, Thursday, March 16, will be returned to SOT Headquarters.

If you do not remove your poster at the end of your session, you will find it on the “Poster Retrieval Tables” located in the Exhibit Hall. Any posters left behind at 4:30 pm on Wednesday are placed outside the Pratt Street Entrance to the Exhibit Hall for pick up. All posters not claimed by 10:00 am on Thursday, March 16, will be recycled.

If you have any questions regarding these policies, please contact the SOT Headquarters Office.



SOT Headquarters Office

SOT leadership and staff utilize this office to conduct SOT business while on-site. Visit the office to report or reclaim lost and found items at the convention center.




SOT Pavilion

Do you know all the resources available through SOT and where to find them? Stop by the SOT Pavilion to learn about SOT activities, membership benefits, strategic initiatives, and the Endowment Fund. The SOT Pavilion is a one-stop shop for all your questions and member needs. The Pavilion is located in the ToxExpo Exhibit Hall.

The 2017 SOT Annual Meeting Mobile Event App

The 2017 SOT Mobile Event App is your all-in-one tool for managing your time and maximizing your experience at the meeting. With the app, you have access to all the information from the Program, The Toxicologist, ToxExpo Directory, and web in one place.

The app is restricted to SOT Annual Meeting registrants and SOT members and requires a login. Register for the meeting today.

ATTENTION POSTER PRESENTERS AND AUTHORS: To add an e-version of your poster to the SOT Mobile Event App, visit https://cms.psav.com/esot2017. Please note that the login for uploading ePosters is separate from your SOT and meeting login and was provided to all poster authors via email. If you need assistance, please use the password reminder link or contact David Rossé.

Note: The Mobile Event App is only available through May 10, 2017, from the app stores, but will remain accessible on your device until you delete it.


Download the App

Mobile phones with the app

Search “SOT 2017” in one of the following stores to find the app for iPhones, iPads, and Android smartphones and tablets.


Apple store logo Google play store logo


Note: The app is developed for Android 5 and higher. Older Android versions have very limited disk space and may prompt you to delete other apps before installing a new app.


For Blackberry, Windows Device (including Surface tablets), and Kindle users, access the app through the online version:


Logging into the App

A login is required to access all the features of the Mobile Event App and online version.

SOT Members

Your email login and password are the same as your SOT email login and password.

Non-SOT Member Registrants

Your email login and password are the same as the email and password you entered to register for the meeting.

Exhibitors

Registered exhibitor personnel should use the unique email address and password assigned to each individual registrant. If you are unsure of your unique email, contact ToxExpo Staff.

Once logged in, you can access a tutorial by selecting “More” in the lower right corner and clicking “Feature Tour.” If you need a password reminder, a link is available on the app login screen.


Online Planner

For users who prefer to build their calendars and schedules online, use the Online Planner, which syncs with the Mobile Event App and its online version. Log into the planner using the same credentials as outlined in the “Logging into the App” section.

Note: The Online Planner has optimal functionality in the Chrome browser.